Asst. Property Manager

Job Summary

The Assistant Property Manager is responsible for maintaining accurate financial records and providing key support in leasing, marketing, and resident relations for the community. The role performs a blend of accounting, customer service, and operational duties to ensure smooth property management and tenant satisfaction.

Hourly (Non‑exempt; eligible for overtime)

• Greet prospects and qualify by covering all criteria (ask questions; utilize completed guest cards, etc.).
• Immediately record all telephone and in‑person visits on appropriate reports.
• File own guest cards and maintain according to established procedures.
• Demonstrate community and apartment/model and apply product knowledge to clients’ needs by communicating features and benefits; close the sale.
• Have prospect complete application and secure deposit in accordance with company procedures and Fair Housing requirements.
• Update availability report, process applications for approvals (i.e., credit check, rental history, etc.), submit processed applications to the Property Manager for approval, and follow up with the applicant regarding status.
• Ensure apartment is ready for resident to move‑in on agreed date.
• Immediately follow‑up on prospects that did not close and attempt to close sale again; if unable to help prospect, refer them to sister communities to meet prospect’s needs.
• Secure new resident signature(s) on appropriate paperwork prior to move‑in and orient new residents to community.
• Monitor renewals, distribute and follow‑up on renewal notices.
• Assist in monitoring advertising effectiveness.
• Distribute all company or community‑issued notices.
• Represent the company in a professional manner at all times.
• Operate computers programmed with accounting software to record, store, and analyze information.
• Understand the Apartment Association lease and contracted credit report application.
• Accept rental payments and post rents to the computer.
• Comply with federal, state and company policies, procedures and regulations.
• Record monies collected and prepare bank deposit slips on an ongoing basis.
• Debit, credit and total accounts on computer spreadsheets and databases using specialized accounting software.
• Ensure that all proper and legal documents are received, current, accurately verified and entered into the computer from new vendors, prior to payment being processed.
• Communicate with Property Managers regarding accuracy of invoices received; that purchase orders are attached and invoices are coded correctly, according to company procedures.
• Ensure that all invoices received from the properties are approved, entered and paid within a timely manner.
• Access computerized financial information to resolve vendor and payment disputes.
• Check figures, postings and documents for correct entry, mathematical accuracy and proper codes.
• Operate 10‑key calculators, copy and facsimile machines to perform calculations, produce and distribute documents.
• Prepare statement of accounting notices for past residents.
• Prepare, review and close financial books for assigned properties on a monthly basis.
• Prepare and review quarterly and year‑end reports.
• Provide accounting support to Property Managers.
• Assist in lease transactions by typing leases, gathering applicant’s history and credit approvals.
• Maintain accurate monthly commission sheets on leases, renewals and delinquencies for bonus purposes.
• Assume Property Manager’s duties/authority in absence of immediate supervisor in accordance with company and community guidelines.
• Provide general clerical assistance to community office.
• Receive all telephone calls and in‑person visits; listen to resident requests, concerns, and comments.
• Quickly complete maintenance Service Request and inform the maintenance team. Answer questions for residents about community, repairs, rent, rules, etc.; follow up on a timely basis if unable to respond to residents on all matters.
• Ensure all maintenance repairs are handled satisfactorily by contacting residents with completed Service Requests on a weekly basis.
• Maintain open communication with Property Manager and Maintenance Supervisor.
• Contribute to cleanliness and curb appeal of the…